Argonne National Laboratory

Users Week 2007
May 7-12, 2007

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Deadlines
- April 9: poster abstracts
- April 10: non-U.S. registration
- April 22: housing
- April 23: registration

Elections
- APS
- CNM

Download Poster
- 8.5 x 11
- 11 x 17

For Organizers

Committee

Past Meetings

2006
2005
2004



Guidelines for Workshop Organizers

Contacts: Jane Andrew, jandrew@aps.anl.gov, Workshop Coordinator; Lori Moore, lmoore@aps.anl.gov, 630-252-9090, Workshop Assistant

2/23/07: Please note important changes to airline reimbursement procedure.

Organizer Responsibilities

By the deadlines listed below,

2007 Organizer Deadlines

February 1 -- Workshop descriptions (to Jane)
March 1 -- Preliminary schedule (w/speakers and prelim. titles where available) (to Jane)
April 2 -- Final schedule, titles, and abstracts (to Jane)
April 10 -- Registration for non-U.S. citzens
April 13 -- Late changes--program book to print (Jane)
April 30 -- AV specifications (to Lori )
April 30 -- Registration without late fee
May 31 -- Expense reports (to Lori )
May 31 -- Workshop summary (to Jane)

Determine Reimbursements

  • The budget for each full-day workshop is $4,000 (for 2007). This budget may be used to cover speaker travel, housing, and/or registration.
    • To simplify matters a bit, we recommend that you do not offer reimbursement for meals. (If you feel you must reimburse meals, please contact Lori Moore rks for guidance on per diem reimbursement.)
    • See the Reimbursement Guidelines below for more details, especially regarding air travel.
  • Send the speaker summary form to Lori Moore as soon as the speaker list is relatively final, and communicate any changes. This information is critical to smooth handling of speaker registration, travel, and reimbursement.
  • You may, if you wish, secure additional external support for the workshop.
  • You can have as many or as few speakers as you wish, as long as the agreed reimbursement is covered by the workshop budget. For example, you may choose to reimburse the registration fee but not housing or travel.
  • If an "honorarium" is given instead of reimbursement, the amount will be taxable.
  • A registration fee must be paid for each speaker. If the fee will be reimbursed, the speaker should check the option "pay at registration" on the web form, and the issue of the fee will be handled at the meeting.
  • Every speaker must register through the web, even if registration is being reimbursed.
  • Refer speakers to the speaker guidelines.

Set Schedule

  • The workshop should begin no earlier than 9:00 a.m. and conclude no later than 5:00 p.m.
  • Consult the overall meeting schedule to avoid conflicts with poster sessions, tours, other meetings, etc.
  • Incorporate coffee breaks (at least 20 minutes each, in the morning and afternoon) and a lunch break (at least one hour). Coffee will be available 10:15-10:45 and 2:15-2:45. Lunch is served in the tent from 12:00 to 1:30.

Publish Information

Please do not create separate flyers or posters for your workshop; this dilutes the identity and impact of the overall Users Meeting.

You can and should send a meeting announcement with a link to the meeting web site to a discipline-specific mailing list.

If you obtain external support for your workshop, we encourage you to provide an acknowledgment on your workshop web page (which will also appear in the printed program) and in your opening remarks at the workshop.

By the deadlines listed at the top of the page, send the following information:

1. Workshop description, to your facility's Meeting Chair: Send the workshop title, preliminary descriptions, and any early confirmed speakers. Promptness is important: workshop descriptions need to be on the web when the meeting is formally announced to help create early interest in the meeting.

2. Preliminary schedule, to Workshop Coordinator: As soon as possible, submit a preliminary schedule for posting on the web. Include speaker names and draft titles or topics. It's a good idea to wait until you have a pretty solid idea of at least half the schedule before posting it; some gaps are OK and the User Office will accommodate occasional changes, but daily updates aren't feasible.

3. Final schedule, titles, and abstracts, to Workshop Coordinator: This is what goes in the program book and the web. Please make every effort to have it as complete as possible by the deadline specified to avoid errors and inconsistencies caused by late changes. Changes may be accepted until the late-changes deadline at the discretion of the Workshop Coordinator, depending on the print schedule. Errata can be prepared at the time of the meeting, but this practice is discouraged.

Wrap Up

  • Write a ~200-word summary of the workshop and send it to the Meeting Chair for publication in the APS newsletter.
  • Collect expense reports from all speakers.
  • Review expense reports to ensure that the budget has not been exceeded. If necessary, reduce individual expense reports to accommodate budget.
  • Submit expense reports to the User Office.

Reimbursement Guidelines

General

  • Original receipts are required for all expenses to be reimbursed.
  • If an "honorarium" is given instead of reimbursement, the amount will be taxable.

Housing

  • Housing is available at the Argonne Guest House. Rates are approximately $60.00 per night (contract rate for 2007 Meeting is $55.00/single and $65.00/double.

Air Travel

  • Speakers must use a U.S. carrier for air travel. If a foreign carrier is used, airfare cannot be reimbursed.
  • Original receipts are required.
  • Before purchasing a ticket, the traveler must obtain a price quote through the User Office. The purpose is to confirm that the lowest reasonable fare is chosen. Here's the procedure:
    • The speaker contacts Lori Moore, lmoore@aps.anl.gov, 630-252-8152, with desired itinerary.
    • Lori obtains a price quote from Argonne's travel office and communicates it to the speaker.
    • The traveler purchases his or her own ticket by whatever means desired.
  • Air travel will be reimbursed to the amount quoted by Lori, or to the reimbursement amount authorized by the organizer, whichever is lower. (If the authorized reimbursement exceeds the airfare quote, the remainder can be applied to other authorized expenses.)

Other Travel Modes

  • Car rentals: Rentals between Chicagoland airports and Argonne National Laboratory are reimbursable. Cars rented from other locations are reimbursable to the extent the cost does not exceed the cost of airfare. The type of rental car must be a compact size and at the most economical rate possible. Gasoline must either be pre-purchased or the vehicle is to be returned full. For vehicles returned that require gasoline, the reimbursement will be limited to the pre-purchase rate.
  • Personal cars: Mileage, gasoline, and tolls are reimbursable to the extent they do not exceed the cost of airfare.
  • Train: The expense of train travel is reimbursable to the extent the cost does not exceed the cost of airfare.
  • Taxi: Taxi expenses are reimbursable provided they are reasonable.

 

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